Administrative Assistant, DOE (Term, 60% FTE)
Date Posted: 11/20/2024
Req ID: 40770
Faculty/Division: Faculty of Arts & Science
Department: Ctr for Medieval Studies
Campus: St. George (Downtown Toronto)
Position Number: 00057447
Description:
About us:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
Your opportunity:
The Centre for Medieval Studies sponsors several major research projects and is home to a large number of scholars, various publication series and medieval drama and music groups. We are an open place of collaboration where people can come to explore and study topics and issues from multiple disciplines. Our centre has an international reputation for our differentiated faculty, the calibre of our graduates and our impressive library facilities.
The Administrative Assistant, Dictionary of Old English (DOE) will report directly into the Manager, Centre for Medieval Studies, and will provide administrative support to the DOE research team.
Your responsibilities will include:
- Responding to in-person and online enquiries, including inquiries from DOE donors and subscribers, and redirecting / escalating as appropriate.
- Checking space requirements and availability (e.g. office space, workstations, fob access, internet access, email accounts and other IT services).
- Troubleshooting and resolving routine issues related to spacing and IT; liaising with IIT to ensure equipment is properly maintained, recorded and decommissioned.
- Maintaining a list of contacts.
- Maintaining a database.
- Determining logistical details and activities for events and/or programming.
- Recording expenses on a single account, logging subscription payments into the online Dictionary of Old English Store, ensuring accuracy of information.
- Assigning and checking the work of work-study students.
Essential Qualifications:
- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years' recent and relevant experience in providing administrative support in a post-secondary environment; demonstrated experience liaising with academics, faculty members, staff, graduate students, and program stakeholders.
- Experience working in a front-line support role, responding to in-person and online inquiries, and redirecting as required.
- Experience maintaining and updating databases.
- Experience record keeping and organizing administrative files.
- Experience collaborating on cost estimates and ordering supplies.
- Experience monitoring purchases and expenditures, and reconciling statements to supporting documents.
- Experience recording financial transactions.
- Demonstrated experience drafting, editing and preparing a variety of written documents and reports.
- Experience troubleshooting office equipment (e.g. hardware, Audio/Visual set up, printers, photocopiers).
- Experience handling logistical details and set-up for events, and coordinating space.
- Excellent customer service skills and interpersonal skills.
- Strong verbal and written communications skills.
- Strong organizational skills and ability to multi-task.
- Excellent attention to detail.
- Pro-active with the ability to identify and anticipate needs, demonstrated initiative and problem-solving orientation.
- Excellent computer skills in the use of standard and/or University software packages including MS Office.
Assets (Nonessential):
- Strong knowledge of the rules and procedures in the university setting, including Guide to Financial Management.
To be successful in this role you will be:
- Adaptable.
- Approachable.
- Meticulous.
- Organized.
- Possess a positive attitude.
- Team player.
Please note: this is a 60% FTE term position, ending in December 2026 (with possibility of renewal).
Salary range is pro-rated at 60% to $40,029 - $51,191.
Closing Date: 11/29/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Part-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Carolyn Wright
Lived Experience Statement:
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Diversity Statement:
The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .
Accessibility Statement:
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact .
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